Payroll Administrator

Job Description

Job Description

HR & Payroll Administrator

Position Overview

Job title

HR & Payroll Administrator

Company

Guarantee Roofing and Sheet Metal of SD

Department

Administration / Finance

Reports to

Chief Financial Officer (CFO)

Employment type

Full-time, [Exempt / Non-exempt]

Location

[Office location], on-site

Summary. Guarantee Roofing and Sheet Metal is looking for a detail-oriented HR & Payroll Administrator to own our full-cycle human resources and weekly payroll functions. This person will be the main contact for employees on pay, benefits, and HR questions, keep us compliant, and maintain records with a high level of detail and accuracy. As a second priority, the role supports accounting with day-to-day transactional work. The ideal candidate is comfortable with technology, especially timekeeping and ERP systems, has audit experience, handles confidential information with a high level of discretion, keeps documents well organized, and communicates professionally with employees, vendors, and customers.

Primary Responsibilities — Human Resources & Payroll

Payroll

• Process weekly payroll for field and office staff with a high level of detail and accuracy, including hourly, salaried, overtime, and prevailing wage or certified payroll where required.
• Review and approve timeclock data each week; resolve missed punches, job-code errors, and time-off entries with supervisors before payroll is finalized.
• Administer deductions, garnishments, benefit contributions, and retirement plan withholdings.
• Prepare and file all federal, state, and local payroll tax filings in house , including quarterly returns (941, state withholding and unemployment), annual filings (940, W-2/W-3), and new-hire reporting.
• Maintain pay rates, classifications, and employee master data current in payroll and ERP systems. Mature use of systems to maintain records.

Human Resources

• Support the full HR cycle : recruiting and job postings, hiring, onboarding, status changes, and separations.
• Oversee new-hire paperwork, I-9 and E-Verify compliance; the administrative team handles day-to-day interactions with new hires under this role's direction.
• Administer benefits enrollment, open enrollment, COBRA, and carrier communications.
• Track and manage leave (PTO, FMLA, workers' compensation) and coordinate return-to-work.
• Maintain compliance with federal and state employment law, including wage and hour rules, required postings, and ACA reporting.
• Support safety and training record-keeping (OSHA logs, certifications, licenses) in partnership with field leadership.
• Maintain and update the employee handbook, HR policies, and job descriptions.
• Serve as a confidential resource for employee relations matters and escalate HR issues to the President as needed.

Secondary Responsibilities — Accounting Transactional Support

• Support accounts receivable: prepare customer invoices, apply payments, and follow up on past-due balances.
• Perform credit card reconciliations.
• Provide support on accounts payable entry and record maintenance.
• Provide backup coverage to accounting staff as needed.

Systems, Audit & Document Management

Technology

• Serve as the go-to administrator for the timeclock/timekeeping system: user setup, job and cost codes, pay rules, and troubleshooting for field crews.
• Use the company ERP/accounting system for payroll, job costing, AP/AR, and reporting.
• Identify opportunities to automate manual processes and improve reporting.

Audit & Compliance

• Prepare schedules and documentation for workers' compensation, general liability, 401(k), and financial audits.
• Respond to state agency, insurance, and benefit plan audit requests accurately and on time.
• Perform internal reviews of payroll, timekeeping, and HR records to catch errors and control gaps.

Document Management

• Maintain organized, secure, and confidential personnel, payroll, and medical files in line with retention requirements.
• Manage electronic filing systems and version control for HR and accounting documents.
• Protect sensitive employee and company information and limit access to authorized personnel.

Communication & Confidentiality

• Employees: Answer pay, benefits, and policy questions clearly and respectfully for both field and office staff; explain paychecks, deductions, and enrollment choices in plain language.
• Vendors & carriers: Work professionally with benefit brokers, insurance carriers, payroll providers, auditors, and suppliers.
• Customers: Handle billing questions, payment follow-ups, and documentation requests (lien waivers, certificates, certified payroll) courteously and promptly.
• Discretion: Handle salaries, personnel matters, medical information, and company financials with a high level of discretion and strict confidentiality.
• Bilingual support: Where possible, communicate with Spanish-speaking employees on HR and payroll topics (bilingual English/Spanish is a plus).

Qualifications

Required

• 3–5+ years of hands-on HR and payroll experience, preferably in construction, trades, or another hourly workforce.
• Associate's or bachelor's degree in human resources, accounting, business, or a related field.
• Working knowledge of federal and state wage and hour and employment law, with experience preparing payroll tax filings in house.
• Experience with audits (workers' comp, benefit plan, or financial) and preparing audit support.
• Experience with certified payroll, prevailing wage, or union payroll.
• Basic accounting knowledge
• Strong skills in Microsoft Excel and Office 365.
• Proven ability to handle confidential information with a high level of discretion.
• Excellent written and verbal communication skills and a professional, service-minded approach.
• Exceptional attention to detail and accuracy; highly organized, with the ability to manage deadlines and multiple priorities.

Work Environment & Compensation

• Office-based role with occasional visits to job sites or shop locations.
• Standard business hours, with extra time sometimes needed around payroll deadlines, month-end, year-end, and audits.
• Ability to sit for long periods and work at a computer; lift up to 25 lbs occasionally.
• Compensation: $$XXk, plus health, dental, 401(k), PTO

Equal Opportunity Statement

Guarantee Roofing and Sheet Metal of SD is an equal opportunity employer. We consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other status protected by law.

This job description is not an exhaustive list of duties. Responsibilities may change based on business needs.

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